Word 2013 cannot edit doc with dropdown fields

[wordcam]

Hi, I have just started using Word 2013. I have inherited a word 2013 doc which has a 2 column table. the first column has a question and the 2nd column you need to manually enter text. Underneath this table is 2 questions which you have to answer via a dropdowns which you have to select from. The Lock from the Developer Tab is activated on the Ribbon which you can select from the dropdown, however when the lock is activated you cannot add anything to the text boxes because they are now locked. I know if I unclick the Lock I will be able to add text to the table but you shouldn't have to unlock and lock to use the document. Can someone please assist. I cannot attach doc as it is from work. Thanks in advance.

[macropod]

What kind of locking is in use - 'No Changes (Read Only)' or 'Filling in Forms'?

[wordcam]

No Changes (Read Only) is in use but I have tried it with Filling in Forms and I still cannot edit the document. I can only select the dropdowns

[macropod]

With 'No Changes (Read Only)' restrictions, you can only edit areas that you mark as exceptions beforehand. When you choose the 'No Changes (Read Only)' restrictions, you are given the option to mark the editable areas before the restrictions are applied.

With 'Filling in Forms' restrictions, you can only edit content controls, formfields and Sections of the document specifically designated as unprotected. When you choose the 'Filling in Forms' restrictions, you are given the option to select which Sections of the document to leave unprotected - you need to insert the Section breaks beforehand, though.

Dropdown formfields only work with the 'Filling in Forms' restrictions, but dropdown content controls can work with either - or with neither.

[wordcam]

Thanks for the explanation. I really don't know how this was created I just have to fix it up. I will read up on more about restrictions.

[macropod]

The first thing to do is to find out what kind of dropdowns you're working with. With the document unprotected, press Alt-F9. If the dropdowns change to {FORMDROPDOWN}, they're formfields, in which case you can only use the 'Filling in Forms' restrictions. If they're not formfields, they could be content control or ActiveX controls. If their default text is a greyed-out 'Choose an item', they're probably content controls. Clicking on one then clicking on 'Properties' on the Developer Tab will pop up a dialogue box whose title will tell you if it's a content control; if not, it's an ActiveX control.

[wordcam]

Hi, I have used your process of elimination and they are Formdropdown boxes. I have checked the Restrict Editing icon in the ribbon and it is showing "Filling in forms". So is this why I can only use the dropdowns and not being able to enter free text into certain fields. Can I get around this?

[macropod]

With the 'Filling in Forms' restrictions needed for use with formfields, you can only edit the formfields and unprotected Sections of the document. If there's a portion of the document where you want free edits to be allowed, insert continuous Section breaks before & after that portion (via Page Layout>Breaks). When you then select the 'Filling in Forms' restrictions, a 'Sections' link will display. Click on that and you can designate which Section(s) to leave unprotected.

[wordcam]

Hi, Thank you so much, it works perfectly for the tables on their own that have purely dropdowns and free text on their own. However some tables need free text to be entered as well as dropdowns sitting within the table. I tried putting in a continuous section break but it splits the table. Is this unavoidable?

[macropod]

That's a limitation of having to use Section breaks with the 'Filling in Forms' restrictions. You can, of course, minimise the gap introduced by the Section breaks, by formatting them with a 1pt font size and 0 space before/after paragraph formatting.

If you were to use content controls instead, you wouldn't need either the 'Filling in Forms' restrictions or the Section breaks. Indeed, content controls work quite happily with no restrictions at all, so you'd only need to use the 'No Changes (Read Only)' restrictions if there are portions of the document where you want to prevent editing.

[wordcam]

Thanks Peter, I will reduce the spacing but I will dabble in the alternatives just to get across them. Your help was much appreciated throughout this ....

[macropod]

Who's Peter?

[wordcam]

So Sorry Paul...It was a late night with this.....